ATTACHMENT 6 - W912HZ26RA005 -Technical Exhibit C.pdf

ATTACHMENT 6

TECHNICAL EXHIBIT C

Minimum Criteria for Data Deliverables

The contractor must be able to provide the information in Table 2 as a minimum when reporting results.

The must be delivered to the client digitally in three electronic data deliverable (EDD) formats: text

(.txt), excel and pdf per requirement for reporting data into the Defense Occupational and Environmental

Health Readiness System – Industrial Hygiene (DOEHRS-IH). For items identified in table as From

Pick List, ERDC will aid in entry. Field #1 for DOEHRS will be entered by ERDC after data is received.

Table 2- DOEHRS-IH File Data Specifications

Field # Field name Description From Pick

List?

Type Maximum

Size

Designation

1 DOEHRS ID The Sample

Barcode ID automatically generated by

DOEHRS-IH

No TEXT 8 Required

2 Field ID Local sample identifier

No TEXT 30 Useful

3 DLS Sample

Number

ID lab assigned by the Lab

No TEXT 30 Required

4 Collection

Date

Date the sample was collected

No DATE MM/DD/YY

YY

Useful

5 Matrix

Description

Description of the sample matrix

Yes TEXT 30 Required

6 Analyte Code Chemical

Abstracts

Service (CAS) number of the analyte OR short code

Yes TEXT 15 Required

7 Analyte

Name

Name of the analyte

No TEXT 30 Useful

8 Concentratio n

Concentration of the analyte;

must use decimals;

negatives allowed

No NUMBER NA Functional

9 Units Units in which the concentration is reported

Yes TEXT 30 Required

10 LOD Limit of detection (in

No NUMBER NA Useful the same units as the

Concentration)

11 Below LOD Y indicates below the LOD

Yes TEXT 1 Useful

12 LOQ Limit of

Quantification

(in the same units as the

Concentration)

No NUMBER NA Functional

13 Below LOQ Y indicates below the LOQ

Yes TEXT 1 Functional

14 MDL Method

Detection

Limit (in the same units as the

Concentration)

No NUMBER NA Useful

15 Non-Detect Y indicates a non-detect

(below the

MDL)

Yes TEXT 1 Useful

16 CLP Flags Contract

Laboratory

Program flags

No TEXT 10 Useful

17 Analytical

Method

Analytical

Method used to perform the analysis

Yes TEXT 30 Required

18 Date

Analyzed

Date the analysis was performed

No DATE MM/DD/YY

YY

Useful

19 Analyst ID of the analyst (or the lab code for contracted work)

No TEXT 30 Useful

20 Lab Code of the laboratory which performed the analysis

No TEXT 4 Useful

21 DLS Code DLS Procedure code requested which generated this result

No TEXT 10 APHC Only

22 Comment Comment regarding the result

No TEXT 250 Useful

23 Sample

Comment

Comment regarding the sample, work order or batch

No TEXT 250 Useful

24 Report

Sequence

Number

Unique sequence ID of the import file

No NUMBER NA APHC Only

25 Report Type Must say

“Final”

No TEXT 20 Required

26 Report Date Date the import file was generated

No DATE MM/DD/YY

YY

Useful

27 CHPPM

Region

Legacy name of APHC (i.e.

CHPPM). The region is the location of lab

No TEXT 6 APHC Only

28 Project

Number

Contains the work order or

Project ID

No TEXT 50 APHC Only

Table 3. Table 2 Column Descriptions

Field number Used for simple identification in this guide. In Excel field 1 is always column A, field 2 is column B and so forth.

Field name The name seen in the header row of the EDD. Column headers must be written exactly as shown (no spaces before or after the name) or the whole import will be rejected.

Description Short summary about that field.

From Pick List? Indicates the value of the field must match a value from a standard

DOEHRS-IH pick list table. The record will not load if this is not used correctly. Please refer to the following link for current DOEHRS-IH

Pick List tables under “Other Resources” and open the Excel file called

‘EDD - Pick List Values in Excel’.

https://phc.amedd.army.mil/topics/envirohealth/hrasm/Pages/DOEHRS

_Resources.aspx

Type DOEHRS-IH will be expecting a text or a number value only. Text fields can accept text with numbers. The date format must be

MM/DD/YYYY. The record will not load if this is not met.

Maximum Size Text characters in this field cannot exceed this limit. Number fields are unlimited. The record will not load if this is not met.

Designation Those labeled “Required” cannot be NULL or the row will not load.

The other fields are not required but those labeled “Functional” are effectively required for any useful data analysis. Any field used must adhere to the Type and Maximum size requirements or the row will not load. APHC (the Army Public Health Center) Only content can be left

NULL.

Field 1. DOEHRS ID: A unique ID obtained from DOEHRS-IH when a sample is entered and saved.

This ID is required and used to link the analytical results to the sample when the EDD is imported. This

ID does not have to come from a LIMS or laboratory software export, but it must be in the EDD to successfully import.

Field 2. Field ID: This is the local sample ID provided by the person collecting the sample.

Field 3. DLS Sample Number: This is the internal number given to each sample from the lab. No special characters allowed, only letters and numbers. Different DLS Sample Numbers can be used for a single

DOEHRS ID.

Field 4. Collection Date – Date sample was collected, usually provided by the sample collector.

Field 5. Matrix Description: This must be one of the acceptable matrix types in DOEHRS-IH. If the matrix listed in the EDD is not in DOEHRS-IH, or does not match exactly, the record will not load.

Adding new matrix descriptions can only be accomplished in the monthly database maintenance change request cycles, but it is generally advised to use one of the already established choices to reduce unnecessary delays.

Field 6. Analyte Code: Typically, these are universally accepted Chemical Abstracts Service (CAS) numbers, but some parameters utilize an in-house “Acode” such as Turbidity or pH. The Analyte Code field in the EDD and DOEHRS-IH (i.e. either the CAS or Acode) corresponds to an Analyte Name in

DOEHRS-IH, which may be subtly different in each Lab. The Analyte Name displayed in the EDD may not match DOEHRS-IH even if the Analyte Code is correct. The Analyte Name linked to the Analyte Code in DOEHRS-IH is what will be reported. If the Analyte Code listed in the EDD is not in DOEHRS-IH, or does not match exactly, the record will not load. However, adding new CASs or Acodes can be done immediately by users with certain permissions.

Field 7. Analyte Name – Name of analyte used by the lab, but Analyte Name associated with Analyte

Code is what DOEHRS-IH will display.

Field 8. Concentration: Decimals must be used for all concentration values (no scientific notation).

Negative concentrations can be loaded as needed (e.g. radiation values). If the concentration is below the

LOQ, typically a 0 is used, but it can be NULL or some other value.

Field 9. Units: DOEHRS-IH contains various standard units. Results with units not in DOEHRS-IH will not load. While DOEHRS-IH stores the units from the EDD in the database (and can always be retrieved from BO), it displays a preferred unit, as well as the applicable measurement conversion (e.g. EDD shows ng/L, but DOEHRS-IH displays mg/L and the value is converted). If the unit listed in the EDD is not in DOEHRS-IH, or does not match exactly, the record will not load. Due to the conversion process used, adding new units can only be accomplished in the monthly database maintenance change request cycles.

Field 10. LOD – Limit of Detection is an estimate of the minimum amount of an analyte that the laboratory can reliably detect, but with less confidence than the LOQ. LODs are generally less than the

LOQs. The value for the LOD should be reported in the same units as the Concentration and LOQ.

Field 11. Below LOD – A “Y” is used if the concentration is below the LOD. Leave as NULL if the values were above the LOD.

Field 12. LOQ: Limit of Quantitation is the minimum level of an analyte that can be reported with a high degree of confidence (typically 99%). The value for the LOQ should be reported in the same units as the

Concentration.

Field 13. Below LOQ: A “Y” is used if the concentration is below the LOQ. Leave as NULL if the values was above the LOQ.

Field 14. MDL – Method Detection Limit is the theoretically lowest concentration of the analyte that can be reported with confidence that the analyte concentration is not a false positive. MDLs are generally less than LODs. The value for the MDL should be reported in the same units as the

Concentration, LOQ and LOD.

Field 15. Non-Detect - A “Y” is used if the concentration is below the MDL. Leave as NULL if the values were above the MDL.

Field 16. CLP Flags: Contract Laboratory Program data qualifiers (e.g. U, J, B, H, M, E etc). DOEHRS-

IH acts on the presence of a “J” flag for estimated values (typically below the LOQ). If the LOQ = “Y”, but a “J” is present in the row, the Concentration will display in DOEHRS-IH and appear as a detected analyte with the “J” subscript.

Field 17. Analytical Method: This is the method used to conduct the laboratory analysis. Although common Analytical Methods are used across laboratories (e.g. EPA methods) the nomenclature used by the laboratory may vary. In some cases, 2 methods may be used resulting in 2 different rows for the same analyte. In these situations, DOEHRS-IH will display the concentration and method with the highest value, but both records will be stored in the database and available from BO. If the method(s) listed in the EDD is not in DOEHRS-IH, or does not match exactly, the record will not load. However, adding new methods can be done immediately by users with certain permissions.

Field 18. Date Analyzed – The date the analysis was conducted for the particular analyte.

Field 19. Analyst - The user ID of the analyst (or the lab code for contracted work).

Field 20. Lab - The code of the laboratory which performed the analysis.

Field 21. DLS Code - The DLS Procedure code requested by the APHC LIMS which generated this result. These fields are only used by APHC and can be left NULL.

Field 22. Comment: Comments about the analytical result. This information does not affect the results directly but is useful to easily reference results should there be confusion regarding a parameter’s concentration or value.

Field 23. Sample Comment: Comments on the overall sample (e.g. holding times issues, condition of sample, etc.) This information does not affect the results directly but is useful to easily reference results should there be confusion regarding the sample.

Field 24. Report Sequence Number - Unique sequence ID of the import file from the APHC LIMS.

These fields are only used by APHC and can be left NULL.

Field 25. Report Type: A value of “Final” must be used or the record will not load.

Field 26. Report Date - The date the import file was generated.

Field 27. CHPPM Region – Only applies to APHC (previously known as CHPPM) laboratories. These fields are only used by APHC and can be left NULL.

Field 28. Project Number: The APHC “batch number.” If provided can be used to search on samples that are contained within one batch or work order (project ID) instead of searching by location and date.

These fields are only used by APHC and can be left NULL.